Professional Engineering Services - FEMA Public Assistance Hurricane Ida Recovery Project 5 - Thomas, Cleveland & Mechanic Streets

5. Scope of Professional Engineering Services The selected engineering firm shall provide the services listed below as authorized by the City. The City may issue a notice to proceed by phase, by project, or by task order. Task 1 - Project Document Review and Kickoff Review FEMA Project Worksheets, DDDs, approved scopes, EHP conditions, insurance conditions, cost estimates, field inspection reports, and available City records. Conduct kickoff meeting with City representatives, including Purchasing/QPA, Administration, OEM, DPW/Water/Sewer, Engineering, and grant compliance personnel as applicable. Prepare a project-by-project scope reconciliation memo identifying FEMA-approved scope, current field conditions, known discrepancies, missing documentation, and recommended next steps. Task 2 - Field Verification and Engineering Assessment Perform site visits and field measurements sufficient to verify location, limits of disturbance, quantities, access, staging, drainage, utility conflicts, traffic impacts, and public safety concerns. Document current conditions with photographs, notes, and sketches suitable for City records and FEMA support. Identify whether current field conditions remain within the approved FEMA scope or may require a scope version, amendment, improved project review, alternate procedure, or additional State/FEMA coordination. Task 3 - Regulatory and Permitting Review Identify all anticipated Federal, State, County, local, and utility permits/approvals, including NJDEP, soil erosion/sediment control, flood hazard, wetlands/waterway, dam safety, road opening, traffic control, utility markout, and railroad/NJ Transit coordination where applicable. Prepare or assist with permit applications as authorized by the City. Track permit conditions that must be incorporated into construction bid documents. Task 4 - Design Documents and Technical Specifications Prepare design plans, technical specifications, details, quantity takeoffs, and engineers opinion of probable construction cost for City review. Use bid items and technical specifications that support FEMA documentation and avoid mixing eligible work with non-eligible betterments unless the City separately authorizes and tracks such work. Identify any recommended hazard mitigation, resilience, or code-required improvements separately from FEMA in-kind restoration items. Task 5 - Construction Bid Support Assist the City with preparation of construction bid documents, including project-specific technical specifications and bid quantities. Attend any pre-bid meeting, respond to bidder questions, prepare technical addenda, and assist with review of bids for technical responsiveness. Provide recommendation memoranda as requested by the City. The Citys Purchasing Agent/QPA and Law Department shall control procurement form, advertisement, award, and contract language. Task 6 - Construction Administration and Inspection Support Attend pre-construction meeting and periodic progress meetings as authorized. Review shop drawings, submittals, material certifications, change order requests, requests for information, pay estimates, and field issues. Provide construction observation/inspection reports sufficient to support quality control and FEMA closeout documentation. Task 7 - FEMA Closeout and Grant Documentation Support Prepare or assist with project closeout packages, including final quantities, as-built information, photographs, pay applications, change order documentation, cost reconciliation, force account information if applicable, and explanation of any scope variances. Support City responses to NJOEM/FEMA requests for information. Maintain records in a format suitable for audit and FEMA Public Assistance closeout. 6. FEMA / Grant Compliance Requirements The selected firm shall perform services in a manner that supports compliance with FEMA Public Assistance requirements, applicable 2 CFR Part 200 procurement and cost principles, and applicable State and local procurement requirements. The firm shall not advise the City to proceed with work outside the approved FEMA scope without clearly identifying the issue in writing and recommending the proper City/FEMA coordination path. No work shall be designed, bid, or recommended as FEMA-eligible solely because it appears in a field inspection report or contractor estimate. FEMA-approved scope, DDD, EHP conditions, insurance conditions, and current conditions must be reconciled first. The firm shall identify any potential duplication of benefits, insurance recovery issue, environmental permit issue, or change in approved scope that may affect reimbursement. The firm shall separate in-kind restoration, code-required work, recommended hazard mitigation, maintenance work, betterments, and owner-requested improvements in estimates and bid documents. The firm shall maintain project records sufficient to support the Citys procurement record, construction record, payment support, and FEMA closeout. Contracts for professional engineering services shall not be structured as cost-plus-percentage-of-cost or percentage-of-construction-cost contracts. Fee proposals shall be submitted as lump-sum by phase/project and hourly rates for authorized additional services.